GDPR — OpSyn | APTIM-Solutions

We are a data processor. You — our customer — are the data controller. We process personal data on your instructions, under the terms of the Master Services Agreement and Data Processing Agreement.

The personal data we process is operational in nature: user accounts, audit trails, and the people referenced in shift logs and approval chains. We do not commercialise customer data; it is never used for advertising or model training.

Where your data lives

By default OpSyn data is stored in Microsoft Azure UK South. EU residency is available on request for tenants with an explicit EU data-residency requirement.

Data residency

UK South is the default region. EU residency is available on request and configured per tenant.

→Default: Azure UK South
→EU residency on request
→Backups in same region
→No storage outside the contracted region

Cross-border transfers

Where transfers occur (e.g. limited support access from outside the storage region), they are governed by Standard Contractual Clauses (UK IDTA / EU SCCs).

→UK IDTA / EU SCCs
→Documented transfer impact assessment
→Access logged and audited
→Customer-specific addenda available

Sub-processors

A short list of essential sub-processors. The current list is included in your DPA and updated with prior notice for material changes.

→Microsoft Azure (hosting)
→Sentry (error monitoring)
→Resend / Brevo (transactional email)
→Notice on material changes

Data subject rights

Most rights are exercisable directly by your organisation administrators inside OpSyn. For everything else, request via your customer admin or by emailing the privacy address — we respond within statutory timescales.

Access & portability

Customer administrators can export user records, audit logs, and module data via the admin UI and the REST API.

→User-record export
→Audit-log export
→Per-module CSV export
→Full REST API access

Rectification

Profile, role, and operational records are editable directly. Historical audit entries are preserved and amendments tracked.

→Profile edits via UI
→Operational record corrections
→Audit-log entries are immutable
→Corrections tracked alongside originals

Erasure

Customer admins can deactivate users and request erasure on tenant termination. Backups expire on the documented retention schedule.

→User deactivation in-product
→Per-record erasure on request
→Tenant-level erasure on termination
→Backup expiry per retention schedule

Retention & deletion

Customer data is retained for the lifetime of the tenancy plus a 30-day grace window after termination. After grace, primary data is deleted; encrypted backups expire on their own schedule.

During the tenancy

All operational and personal data is retained as long as it is needed to deliver the service or as required by law.

→User & tenant data
→Audit log
→Operational records
→Configuration history

After termination

A 30-day grace window allows reactivation; thereafter primary data is deleted, with backups expiring on their schedule.

→30-day grace window
→Primary deletion after grace
→Encrypted backups expire on schedule
→Deletion certificate on request

Breach notification

Where a confirmed personal-data incident affects your tenancy, we notify your nominated security and privacy contacts within 72 hours of becoming aware, as required by Article 33. The notification covers nature, likely consequences, and our mitigation steps.

Cookies and similar technologies

OpSyn uses a small number of cookies. Strictly-necessary cookies are always set; analytics cookies are only set if you accept them via the consent banner. You can change your preference at any time by clearing the opsyn_consent cookie in your browser, which re-displays the banner on your next visit.

Strictly necessary

Required for the platform to function. These cannot be disabled. Under PECR Reg 6(4)(b) they do not require consent.

Cookie	Purpose	Duration
en_session	Encrypted session cookie used for sign-in and CSRF protection. HTTP-only, SameSite=Lax, Secure in production.	Session
opsyn_consent	Records your cookie consent choice (accepted or rejected) so we don't show the banner on every visit.	1 year

Analytics

Set only if you click Accept all on the consent banner. Used in aggregate to understand how the public marketing site is used; never combined with operational data inside the authenticated app.

Provider	Purpose	Duration
Google Tag Manager	Loads tagged analytics scripts to measure marketing site usage. Sets `_ga`, `_gid`, and similar Google Analytics cookies. IP addresses are anonymised.	Up to 2 years

Asking us for things

For a copy of our DPA, the current sub-processor list, a records-of-processing extract, or to exercise a data subject right that your administrator can't fulfil directly, write to privacy@aptim-solutions.com.

For security-specific concerns, see our Security page.

Contact privacy →Book a demo

Your data, your rights, our obligations.